Automated "Learner Activity" Check-Ins

The Catapult LMS can be configured to automatically send "check-in" emails to Learners based on how recently their last login was, in combination with a number of other factors. If you'd like your Catapult LMS to prompt Learners to log in to the system using automated emails sent directly to their email address, we recommend considering the use of this feature!

Setting up Automated Learner Activity Check-Ins

At present, this feature can only be enabled on your behalf via the Catapult Technical Support Team. When using this feature, there are a couple of configuration decisions to be made;

1. How many days of inactivity should be allowed before the student is sent an email? You can select any number (greater than 2), which is how many days after a login the system will wait before sending a check-in email to each student.
2. What time of day would you like these emails to go out? You can choose any half-hour interval between 12:00AM and 4:00AM. The emails will be sent out using the timezone configured for your Catapult LMS.

Below is the default template that is sent out to your students when they meet the requirements to receive a check-in. If you'd like any changes to this template, please let us know.

Subject

Reminder: %{Learner_Name}, we’ve missed you! It’s been %{Learner_To_Date_Days_Inactive} days since you last accessed your enrolments.

Body

Hi %{Learner_Name},

We noticed that you haven't had any activity in your learning platform for %{Learner_To_Date_Days_Inactive} days. We want to ensure you're getting the most out of your learning experience.

Your last activity was on: %{Last_Activity_At}

In your studies with %{Organisation_Name}, you have been enrolled in the following enrolment(s):

%{Enrolment_List}

Is there anything we can help you with? Your success matters to us, and we're here to support you in achieving your learning goals.

To view your enrolments: %{Link_To_Enrolments}

%{Email_Signoff}

Automated Learner Activity Check-Ins example.

Let's look at an example in practice. My training organisation has been configured to wait for three days of inactivity, and the check-ins are sent out at 2:00AM every day.

For this example, we'll be looking at a student of mine by the name of Audrey Hael, who last logged in at 1:00PM on May 1st, 2025.

Note how Audrey has been sent a check-in email every day once she reaches the criteria for a check-in.

At this point in our example, let's say that Audrey logs in at 11:00AM on May 7th. This will mean that she will no longer receive check-ins, unless three days pass without her logging in. This means she would next start receiving check-ins at 2:00AM on May 11th, and the cycle proceeds from there.

Activity Check-In Exclusions

This feature is designed to check in with Learners, but only those who actually have work waiting to be done. Because of this, Learners will not receive an Automated Activity Check-In if any of the below is true;

• The Learner has not activated their account or logged in previously.
• The Learner's overall profile is Archived or Deleted.
• The Learner does not have any active enrolments listed against their profile.
  • Finalised, Archived and Deleted enrolments are not considered "active" enrolments. So if a Learner only has two Completed enrolments against their profile, they won't be sent Check-In emails.
• All of the Learner's enrolments have Start Dates set in the future.
• All of the Learner's enrolments have the "Submitted" status.
  • There's no need to prompt the Learner to log in if they're waiting on their trainer!
• All of the Learner's enrolments have exceeded the number of allowed submission attempts (if this optional feature is in use).

Frequently Asked Questions

Can I make use of this feature for only some students, for example a User Group?

No, this is an all-or-nothing system feature. Anyone with Learner permissions who fits the above criteria will receive daily emails until they no longer fit the criteria.

Can this feature be configured to run multiple times per day?

No, this feature only sends out emails once per day.

Why isn't one of my students receiving an Automated Check-In Email?

We recommend reviewing the above list of exclusions to ensure that the student is a legitimate recipient. If you cannot determine why a student is not receiving their Automated Check-In emails, please provide their name and any other relevant information to support@catapult-elearning.com so that we can investigate on your behalf.

Can the Check-Ins be configured to run at 9:00am, noon, 5:00pm, etc?

No. For system performance reasons, the emails can only be configured to send between midnight and 4:00am every day.